Purchase order
To get goods into your warehouse, you create a purchase order and add the goods to the purchase order. Subsequently, you create lots that are key to ensure traceability of your goods through out the supply chain.
If the goods are delivered directly from your supplier to your customer, you can read more about direct shipping.
In your company settings you can set some default settings for your orders.
Create purchase order
To create a purchase order, you start by filling in informations in the order header.
- Click Purchase in the top menu, and select Orders.
- Click Create Purchase Order in the upper right corner.
- Fill in the fields on the tab Order details. Follow the instructions below in the table.
Order Details
| Field | Explanation |
|---|---|
| Supplier | Select the partner who is the supplier. A drop-down menu will appear if you click in the typing field. You can start typing the name of the partner and suggestions will appear as you type. If you have not created the partner yet, you can click the + and create the partner. Indicate the suppliers location as well e.g. the address. |
| Order date | The Order date is the date the order was placed. The date is auto filled with the date the order is created in the tracezilla application. You can overwrite the date if you ordered the goods from the supplier some other date. |
| Currency | Select the Currency from the drop-down menu. You can type a letter when the drop-down menu is open to find the currency faster. |
| Exchange rate | When you have selected the currency, you do not have to do anything further about the Exchange rate except checking the rate is correct. You can update the rate by clicking the two arrows forming a circle. The exchange rate is updated daily according to the European Central Bank. |
| Suppliers Reference | You can enter a reference like a order number or invoice number in the field. This is optional. |
| Marking | The field is a supplement to the Supplier’s reference. The information from the marking field is passed on to lines on production orders/sales orders. It is optional to fill out. |
| Payment term | Select the term you have to pay for the goods to the supplier in the field Payment term. The information usually appears on the invoice from the supplier. You can select a default payment term for this partner in the partner settings. The payment term will automatically appear and you will not have to select the terms manually every time you create a purchase order. |
| Who owns this order | The person who owns the order is the tracezilla user who are the contact person. This is usually the person who ordered the goods or the person responsible for the contact to the supplier company. The field is auto filled with the tracezilla user who created the order but you can simply select another user in the field. |
| Contact | Select the suppliers Contact person. This could be the person you have been in contact with regarding ordering of the goods. Contacts associated with the partner are created in the partner settings. In the partner settings, you can choose a default contact. Click in the field to see the contacts already created. If you have not created the contact yet, you can click the +. |
| Status | Set the Status of the purchase order to Order, Draft or Qoute. Typically, draft status is used to indicate that the order has not yet been finalized/completed or confirmed by the supplier. |
Delivery Details
On the next tab in the order header Delivery Details, fill in the fields according to the instructions below.
| Field | Explanation |
|---|---|
| Deliver to partner | Select the partner the goods are delivered to. It is often your own partner or an extern manufacturer the goods are delivered to. Select the recipient address in the field partner location as well. If you have not created the partner or the location, you can click the +. It is very important you make sure it is the correct location you have chosen in the field. The goods are stored in the selected location, and in the later process the goods can only be selected and picked from that location. |
| Pickup from partner | Select the partner who deliver the goods. Select the location as well. |
| Forwarder | You can select the partner who are responsible for the shipping of the goods. Select the shipping address as well in the location field. The Partner name and the location address will appear on documents. It is optional to fill in the information. If you have not created the partner already, you can click the +. |
| Delivery date | Select the date on which the goods are delivered to the location selected in the field Deliver to partner. Depending on which browser you use tracezilla in, you can either enter the date or select it from the pop-up calendar. |
| Delivery term | From the drop-down menu, you can select the delivery terms that have been agreed upon with the supplier. In the drop-down menu, you will find INCOTERMS®, which is a set of predefined terms issued by the International Chamber of Commerce which defines responsibilities of buyer and seller in relation to trade. You can enter a customized text and the text will appear on documents. You can set standard delivery terms for the partner in the partner settings. |
| Pickup date | Select the date when the goods are picked up from the location selected in the field Pickup from partner. Depending on which browser you use tracezilla in, you can either enter the date or select it from the pop-up calendar. |
| Availability date | Select the date when the goods are available at the location indicated in the field deliver to. The availability date will often be the same as the date for receipt and checking of deliveries before the goods can be used for further processing. It is very important that the selected date is correct, as it effects when the goods are in stock and available to be disposed in other order types e.g. production orders or sales orders. |
Remarks
You can enter Remarks or add Tags to the order in the tab Remarks. Text entered in Remarks will appear on documents. If you wish to add a comment to the order, that will not appear on documents, you can enter this in Internal Comment.
If you have a remark for the supplier, or if the supplier has entered a comment on the order confirmation or invoice, you can enter the text here. The remark will appear on documents. This is optional.
You can add a tag to the order. You can use tags to organize and structure content. It could be used for categorization as well. This makes it easier to find a group of orders in overviews. Tags are for internal use in tracezilla. If you have not created the tag, you can click the +. This is optional as well.
Remember to click the button Save when you have filled in the information in the order header. You can change some of the infomation at a later time, if needed.
Create order lines
Order lines contain the items that you have ordered. You create an order line for every item (goods, freight, samples) that is included in the order.
Generally, tracezilla distinguishes between lot lines and service lines. The lot lines adds goods to your stock and service lines are for services like freight appearing on the invoice. Services does not effect the inventory levels.
Create lot lines
- Go to the tab Purchased Lots and click the button Create lot.
- Select the Stock Keeping Unit you wish to add.
If the SKU does not yet exist, you can create it by clicking the +.
- Select the Quantity of lots.
- Enter the number of lot units in a lot.
- If you did not lock the relation between unit of measure and lot unit, you must also indicate the number of units of measure per lot unit.
- Indicate the purchase price per unit. If you created a price list and linked it to the supplier, the price will fill in automatically.
- As a default, the Supply Status will be set to Confirmed. You can change this status to Expected or Draft. To be able to dispose a lot, the status must be Confirmed.
- In the section Attributes, you can set values for the individual attributes. You define on the SKU which attributes should be available. You can read about attributes here.
- In the tab Origin Country, Dates, Misc. you can indicate Use by/Best Before and Manifacturing date, if relevant. This is necessary to manage your inventory using the FEFO principle - First Expiry First Out.
- Click Save.
| Stock Keeping Unit | You can choose between three options in the upper field that affects which SKUs you can select in the field down below. - Active SKUs: you can find the SKU among all the SKUs set up as active. Inactive (end-of-life) SKUs cannot be selected in the field below. - Has partner relation: By selecting SKUs with partner relations, the drop-down menu is limited to show the SKUs that have been set up with a partner relation for the specific supplier selected in the order header. - With partner prices: By selecting SKUs with partner relations, the drop-down menu is limited to show SKUs which have a price entered in the price list associated with the partner selected in the order header. |
| Quantity | Enter the quantity of pieces, colli, bags, litre or kg you have ordered depending on which unit of measure you selected when setting up the SKU. |
| Unit price (currency) | Enter the price per unit e.g. per kg, colli etc. You can create and associate a price list to a partner. Then the price for the goods will be auto filled. Read more about price lists. |
| Enable traceability | We recommend that traceability is always enabled when trading food products or other products for which the law requires traceability. |
| Quantity of lots | Enter the number of lot units in a lot. |
| Including Free Units | If you have received a quantity of goods and some of these goods were free, you can indicate it here. The information will appear on documents. |
| Supply Status | Indicate the supply status of the goods. When the supply status is confirmed, it means that the lots can be disposed in other orders, because it has been confirmed that they will get in stock. When the supply status is expected, the lots can not be disposed in other orders. For example, you may have ordered some goods and therefore expect them to be in stock soon, but you have not yet received the order confirmation or is unsure whether the supplier can deliver the desired quantity of goods. When the supply status is draft, the lots can not be disposed in other orders. The status is use full when you want to order goods but are still in the process of figuring out which quantity of goods will be needed. The supply status can be an advantage to use correctly when several users work together in the system, so that there is no doubt about whether goods have been ordered or not. |
| Attributes | You can assign attributes to your lots. An attribute can be specification, size, packaging or quality, but also information about suppliers SKU code, storage bin, customs status or EU tariff code. You need to enable an attribute to indicate it on a lot. Read more here. |
Create service lines
Add a service line to the purchase order to indicate a service related to the order.
A service is something that a company or institution offers its customers for free or for a price and which does not result in elevation of the inventory levels. There are different types of services. The most common service is freight and the associated costs.
A service can also be a demonstration of goods, e.g. samples of goods, information materials or where an employee from a company physically demonstrates goods. A service can also be lending of equipment such as kegs and coolers.
Go to the tab Service lines and click Create Service Line. A dialog will appear with the following fields:
| Predefined service | If you have created a service, you can select the service in the field. If you use a predefined service, you do not have to fill the other fields in the dialog. |
| Line Text | Enter the text you want to appear on documents that describe the service. The text will be placed on the same line as the price for the service. |
| SKU on order | Select a SKU from the lot lines on the order if you want to relate the service line to a specific SKU. e.g. a discount on the SKU and not the whole order. The service line will be placed below the line it is related to on documents. |
| Category | Select a category from the drop-down menu e.g. analysis, freight, discount etc. The category defines which column the price for the service line is placed in in reports such as the sales report. |
| Tags | If you have created a tag relevant for the service line you can simply click the field and select it from the drop-down list. If you want to add a tag, you can click the +. |
| Calculation method | Select whether you want to indicate the price for the service Per unit, as a fixed price or as a percentage. |
| (Per unit) | Select the unit of measure the price should be calculated according to e.g. colli, kg, litre, pcs. |
| Price/unit price/percentage | The name of this field varies depending on which calculation method you selected in the field above. Indicate the fixed price, percentage or price per unit in the field. If the price is per unit, you will be able to see the total price in the lower gray field. If the service line is a discount, make sure to use the sign - e.g. -10%. |
The buttons above the lot lines
The buttons above the lot lines are related to the lot lines. To apply a button, simply tick off the box next to the lot line. If you want to apply a button on all the lot lines in the purchase order, tick off the box in the upper line next to the search filter. This will mark all the lot lines.
Read more about the use of the buttons below:
| Bulk actions | |
|---|---|
| Add trace | You can add a track to your lot, which helps to ensure traceability, e.g. a batch number. A Trace System defines the type of trace you can add. By selecting the Trace System Other, you can define a trace yourself. The name of the trace is then entered in the field Label. In the Key field, enter the information associated to the trace e.g. a number or an identification code. The trace should be brought forward: allows finished goods to inherit traces assigned to raw material lots due to production. However, you can add the trace to the lot afterwards. To do so, (1) click Warehouse in the top menu and select Lots. (2) Find the specific lot e.g. by using the filters to the left. (3) Click the lot. (4) Navigate to the tab Traces. (5) Click Add trace. |
| Set dates | By clicking the button, you can add a manufacturing date and Use by or Best Before date to the lot. When trading food products a distinction is made between Use By and Best Before dates. Use by dates are usually indicated on products that are potentially not safe to eat after the date. As for Best before dates the product can be eaten after the expiration date. After the expiration date the consumer are responsible for judgement of the goods whether it is safe to eat based on taste and smell. |
| Refresh prices | If you have made changes in a Price list connected to the order, since adding the lot lines, you can refresh prices by clicking here. |
| Change supply status | You can change the supply status of lots, if you e.g. need to dispose some lots, but can not yet confirm the complete purchase order. |
| Move to | You can use this feature to move lots from one order to another. If, for example, a lot has been entered on the wrong purchase order, you can move the lot to the correct order, without disturbing the lot number sequence and avoiding reentering traces and other data. Lots can be moved between purchase orders and production orders. |
| Create as… | If you want to use the same lot and quantity of kg, pcs, colli on another type of order, you can use this feature. Select the order you want create the lot lines on in the dialog or create a new order by clicking +. |
| Print labels | You can print labels generated by tracezilla to put on your goods in stock. Select what kind of information should appear on your label by ticking the menu that appears. There is a QR code on your label by default. You can scan it with tracezilla’s cloud-based application on the phone. Then you can view the lot and its informations on the phone. |
| Delete chosen | By clicking the button, you delete the lot line(s) marked. This is a permanent action, which is why you have to confirm your action in the dialog. |
Adjust the order before receiving
When the goods from an order arrive at the location, it is important to update the order according to what is actually delivered.
In case of changes in the order, the information should be updated on the order.
Changing delivery details/updating information in the order header
You can add more information in the order header after the order has been created, e.g. the supplier’s order number or invoice number. You can search in the overview using the reference number in Suppliers Ref.
Then click Edit on the Order details tab.
You can also change, for example, the delivery date in the order header after the order has been created. tracezilla also stores information about the requested delivery date (the date previously entered).
Then click Edit on the Delivery information tab.
You can also add remarks (appears on documents) or comments (internal) in the order header after creation.
Then click Edit and go to the Remarks tab.
Adjust the quantity of goods
If the delivery does not contain the ordered quantity, it is easily adjusted:
- Make sure the order has the status Order by confirming the order.
- Click the lot line to be adjusted.
- Click the three dots and arrow on the right, and select Edit in the drop-down menu.
- Adjust the quantity in the field Supplied Quantity. You can still see what you expected to receive in the field Expected quantity.
- Click Save.
- Repeat for other lot lines, if necessary.
- The difference between expected and delivered quantity will appear in the report Purchase in the menu point purchase in the top menu.
Split a lot line
There can be more than one reason to divide a lot.
For example:
- If an purchase order has more than one lot per SKU, the lot line can be split to add seperate traces or Best Before dates, and more.
- Go to the purchase order.
- Click the lot line.
- Click the three dots and arrow on the right end of the lot line.
- Click Split line in the drop-down menu.
- Enter the quantity of the first part lot. The remaining lot will be generated automatically.
- Click Save.
- Repeat the action if more that two lots have been delivered.
Partial delivery/back order
If your supplier has not delivered everything on the order, a partial receipt can be made, after which the order will be listed as Partially received until the remaining order is delivered at a later time.
You can also create a back order for the goods not yet received.
- Go to the order that are to be updated.
- Click the Deliveries tab.
- Click the icon with three dots and an arrow to the right of the line and select Go to delivery.
- Click Mark as Arrived at the top right, then Confirm Arrived.
- Click Edit next to the lot line.
- In Quantity, the number is adjusted to what has been delivered. If the goods has not been delivered at all, enter 0.
- Remove the tick from Put remaining quantity on new batch and click Save.
- Repeat if necessary in case of other undelivered goods.
- Finally, click Mark as Delivered.
The purchase order will now have the status Partially received. If the remaining lots are not received later, click Remove Pending.
If the goods are received with a later shipment, click Create back order. An order copy will be created with the reference “Back order for xx” with the original purchase order number.
The original purchase order will now be among the Closed Orders.
Print labels
With tracezilla you can print QR code lot labels for internal use.
You can also print barcode labels according to GS1 standard but these are more relevant to print and attach to finished goods.
- Go to the order.
- Tick the boxes for the relevant lot lines.
- Click Print Labels
- Select Info label (internal use).
A new window will open and you can adjust your printer settings before printing the label.
Dispatch and receive order
When you have received or dispatched an order, you can easily mark it received/dispatched by using the buttons Dispatch order and Receive Order in the upper right corner of the order. Read more about Deliveries.
If the goods are to be included in the inventory valuation before receipt of goods
If you own some goods, in terms of value, before the goods are delivered at the warehouse, you can set a posting date.
This can be used, for example, if you buy goods that must be shipped over a long period, where there is an agreement on advance payment, where you own the goods before they are received.
The field to fill in the posting date appears in the order header after you have clicked Dispatch order and after you have clicked Receive order.
The supply status of the lot lines - explanation
The difference between goods supply status draft, expected or confirmed:
When the lot lines have a status of confirmed, it means that they can be disposed of in orders, because it is confirmed that they will/can be delivered, for example if you have ordered the goods and received an order confirmation from your supplier.
When the lot lines have a status of expected, they cannot be disposed of in orders. It could be, for example, that you have ordered some goods and therefore expect them to be delivered at some point, but you have not yet received the order confirmation.
When the lot lines have the status of draft, they cannot be disposed of in orders either. The status can be used when you would like to order goods, but are still planning the order. The quantity of lots with draft status will not appear in the inventory overview.
Bulk actions
It is possible to perform an action for several lots on your purchase order. You can do this by ticking the box next to the lot lines to which the action relates. Then click Bulk Actions and select the appropriate action from the drop-down menu.
Using the function you can:
- Add traces (batch number, lot number, analysis certificate, etc.)
- Set dates (best before, use by, production date)
- Refresh prices (according to price list)
You can also Change supply status to:
- Draft
- Expected
- Confirmed
If you need to move a lot line to another order, you can use the function Move to. This can be relevant if a lot line is created on the wrong purchase order and should be moved to the correct purchase order. You can move lines between purchase orders and production orders.
Please note that the order, from which a lot line is moved, must be open.
Tick the box next to the relevant lot and select Move to:
- Purchase order
- Production order
Afterwards, in the drop-down menu, you can select the order you want to move the lot line to.